How to make name badges for an event
Pick a 4 × 3 inch name badge template (the size most badge holders take), type {{Name}} and {{Title}} where those details go, then paste your attendee list from Excel or Google Sheets. CatalogProFlow makes one badge per row, ready to download and print.
What to put on a name badge
- First name, large: people read badges from a metre or two away.
- Full name or surname underneath, smaller.
- Role, company or team (“Volunteer”, “Speaker”, “Kitchen”).
- Event name and logo, small, along the top or bottom.
- Optional: pronouns, a colour band for ticket type, or a table number.
Size and text
| Item | Recommendation |
|---|---|
| Badge size | 4 × 3 in (about 102 × 76 mm) fits most standard clip and lanyard holders |
| First name | About 36–60 pt, bold |
| Second line | About 16–24 pt |
| Logo and event name | Small; it's the name people need to read |
Measure your holders before printing; some are 3.5 × 2.25 in or other sizes. If yours differ, start from the nearest template and use Resize to copy it to another size where one is listed, or adjust the layout by hand.
Make every badge at once
- Open a name badge template and change the colours and logo.
- Click the name text and type {{Name}}. Click the second line and type {{Title}} (or {{Company}}, {{Team}}, whatever your spreadsheet has).
- Choose Bulk create and paste your rows from Excel or Google Sheets, or upload a CSV file. A first row with column names is detected automatically.
- Check the preview, then download: PNG images (a .zip with one image per person) are free, and one printable PDF with every badge needs Pro or Business.
- Up to 300 rows go in one batch; for a bigger event, split the list and run it again.
Printing
- Print shops can print and trim badges on card stock, then you slide them into holders.
- For home printing, perforated badge insert sheets (often six 4 × 3 in inserts per letter sheet) work well; place the PNGs into the sheet maker's template so they line up.
- Print a few extra blank badges with only the event branding for walk-ins and name changes.
Tips for events
- Sort the list alphabetically by surname so the check-in desk can find badges quickly.
- Use a different colour for staff, speakers and guests.
- Double-check spellings of names; it's the one thing everyone notices.
- Keep personal details off badges: no phone numbers or email addresses.
Quick checklist before printing
- Every name spelled as the person spells it, including accents (José, Zoë, Siobhán).
- Long names fit: check the longest name in the preview and shrink the font for everyone if needed.
- Role or team lines match the colour coding you chose.
- A few spare badges and a marker at the desk.
Questions
- What size is a standard name badge?
- 4 × 3 inches is the most common insert size for clip and lanyard badge holders. Measure your holders to be sure.
- Can I make name badges from an Excel list?
- Yes. Type {{Name}} (and any other column names) into the badge, then paste the rows from Excel or Google Sheets in Bulk create. You get one badge per row.
- Is it free?
- Editing is free and PNG images of every badge are free with an account. One printable PDF with all the badges needs Pro ($19/month) or Business.
- How big should the name be on a badge?
- Big enough to read from a couple of metres: around 36–60 pt for the first name on a 4 × 3 in badge.
- Should name badges include last names?
- For conferences and business events, first and last names help people follow up. For community events, children's activities or volunteers, first names only are often enough and keep more privacy.